RFQ #2022-23 Counsel Department Management Software

Clackamas County, Oregon, issued a Request for Quotes (RFQ) #2022-23 for Counsel Department Management Software, seeking to replace its current document management system to enhance the workflow for its Office of County Counsel, which includes 10 attorneys and 3 support staff. The procurement aims to acquire a primarily off-the-shelf software solution with customization features to meet specific document management requirements. Key deliverables include a system with unlimited document storage, email management capabilities, full-text search functionality, scanner integration, and compatibility with Microsoft 365 Government Community Cloud. The RFQ required vendors to submit quotes detailing company and staff experience, a not-to-exceed price for initial implementation and onboarding, recurring annual fees, and an estimated project timeline. The original quote submission deadline was March 23, 2022, at 2:00 PM PST, with an intended contract start date of June 30, 2022. Evaluation criteria included vendor experience, pricing, system compatibility with County infrastructure, and responsiveness to specified performance requirements.

However, the solicitation was subsequently cancelled due to a change in department needs, and the county did not intend to re-issue the request at that time. While specific set-aside designations were not explicitly mentioned, the procurement was structured to serve both Clackamas County and the City of Oregon City. The current system houses approximately 1,500 GB of data, with anticipated growth over time, and would require integration considerations for future expansion. The county anticipated two administrative users and multiple full users, though specific access levels were to be determined. No incumbent vendor information was provided in the available documentation, and no specific budget range or award value was disclosed in the procurement materials.